Privacy Impact Assessment PIA by Levone


									                   Privacy Impact Assessment (PIA)

I. System Identification

   1. IT System Name: BVP Volunteer Application Web Form

   2. IT System Sponsor: Dana Small

   3. System Sponsor Unit: Visitor Information and Associate’s Reception
      Center (VIARC)

   4. IT System Manager: Dana Small

   5. PIA Author: Dana Small and Amy Lemon

   6. SI Unit Director or Designee: Katherine Neill Ridgley

   7. Date: January 25, 2007

   8. Brief (one paragraph) description of the system:

   The BVP Volunteer Application Web Form provides members of the public
   with the option of applying on-line for volunteer positions in the
   Smithsonian’s Behind-the-Scenes Volunteer Program (BVP). The on-line
   application makes it fast, easy and convenient for individuals to apply. The
   BVP Volunteer Application Web Form is one of three options for members to
   apply to the Behind-the-Scenes Volunteer Program.

II. Privacy Assessment

1. What information is being (or will be) collected.

Members of the public voluntarily and directly submit the following information
via a web form which mails the data to in the form of an e-
mail. E-mailing a resume is optional.
01. Name = required                 33. End Availability                     94b. City State
02. Date = required                 34. Hours Available per Week             94c. Title
03. Address = required              35. Availability                         94d. Dates
04. City = required                 60. Other                                94e. Supervisor
05. State = required                61. Other                                94f. Title
06. Zip Code = required             79. Other Computer Skills                94g. Telephone
07. E-Mail                          80. Highly Skilled                       94h. Duties
08. Home Phone = required           80. Other Computer Skills                95a. Volunteer Experience
09. Other Phone                     80. Some Experience                      Organization
10. Permanent Address               81. Language Skills                      95b. City State
11. Emergency Contact               82. Language Skills                      95c. Title
12. Relationship                    90. Other Description                    95d. Dates
13. Emergency Phone                 91. Objectives                           95e. Supervisor
14. Age if under 18                 92a. Work Experience Organization        95f. Title
15. Date of Birth (if under 18)     92b. City State                          95g. Telephone
18. School                          92c. Position                            95h. Duties
19. Degree                          92d. Dates                               96. Reference 1
20. Major                           92e. Supervisor                          96. Reference Phone
21. School                          92f. Title                               97. Reference 2
22. Degree                          92g. Telephone                           97. Reference Phone
23. Major                           92h. Duties                              98c. When last applied to
24. School                          93a. Work Experience Organization        volunteer at SI
25. Degree                          93b. City State                          98d. Volunteer Program Applied
26. Major                           93c. Title                               to Previously
27. Other Education                 93d. Dates                               99a. Permission for General
28. Current School                  93e. Supervisor                          Mailing List
29. Grade                           93f. Title
30. City                            93g. Telephone
31. State                           93h. Duties
32. Available Starting = required   94a. Volunteer Experience Organization
Not all fields are required for a member of the public to submit an on-line
application. At a minimum, BVP needs the following data elements to accept an
on-line application: name, mailing address, and phone number for the purposes of
contacting them to schedule an in-person volunteer placement interview. If an
application is missing these three elements, BVP staff is unable to contact them to
schedule an interview. If any other elements are missing on the form, the
applicant has the opportunity to provide this via the phone when BVP staff calls
to schedule the interview or during the in-person interview.

2. Why the information is being collected.

To apply and be placed as a Smithsonian volunteer, Smithsonian staff members
need to assess each applicant’s qualifications prior to an in-person interview.

3. The intended use of the information.

Data is needed for contact information so BVP staff can schedule an in-person
interview with each applicant. It is also used to assess whether or not the
applicants meet the minimum requirements of the program prior to the in-person
interview; the data is also used to assess the qualifications of the applicants for
volunteer placement.

BVP staff members access each application via e-mail and gain information on
each volunteer applicant. This includes the applicant’s contact information,
emergency contact, availability, references, age (only if under 18), educational
history, work history, previous volunteer experience, foreign language skills,
computer skills, general interests and objectives in seeking a volunteer position at
the Smithsonian. Each on-line application is printed as soon as it arrives at then deleted.

4. With whom the information will be shared.

Only BVP staff members have access to the data. BVP staff members include the
Program Coordinator and the Program Assistant. Whenever an applicant has the
required skills and qualifications for a certain volunteer project, printed
applications are faxed to the individual SI staff member who listed the specific
volunteer project with BVP. No information about the applicants is shared outside
the SI.

When applicants answer “yes” to question 99a, they are giving BVP permission to
share their names and addresses with other SI departments who request it for
specific mailings designed to raise funds for the SI. When applicants answer “no”
to question 99a, their contact information is not included in these mailing lists.
The data is never shared outside the Smithsonian. Names and addresses are not
shared internally for general mailings unless the applicant has granted permission
on the application form.

5. What notice or opportunities for consent would be provided to individuals
regarding what information is collected and how that information is shared.

The applicants are given the option of completing and submitting the application
on-line (attaching a resume is also optional); printing out a blank application,
completing it by hand and mailing it to the BVP Office; or having a blank
application mailed to their homes which they can complete by hand and mail back
to the BVP office: VIARC – BVP, Smithsonian Institution, SIB, Room 153, MRC
010, PO Box 37012, Washington, DC 20013-7012.

Individuals can determine if their information is accurate and can correct it during
the in-person interview. Also, BVP mails out an annual “Volunteer Update
Form” which allows placed volunteers to update their contact information.

6. How the information will be secured.

Access to the volunteer application e-mail messages is limited to the Behind-the-
Scenes Program staff and access is revoked promptly for departing and reassigned
personnel. Passwords for e-mail access conform to the Smithsonian Directive, SD
931, Use of Computers & Networks and change every 90 days. Workstations are
kept up-to-date with the latest security patches and anti-virus software.
Workstations have screensavers configured to activate and lock after 10 minutes
of inactivity. On-line applications are deleted as soon as they are printed.
Social security numbers are not requested and there is no field in the on-line
application to add one. If an applicant includes a social security number on an
accompanying resume, it is marked over with black pen on the printed form so it
can’t be read. Printed applications are placed in filing cabinets that lock and are
shredded when no longer needed.

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